Prior to running your first meeting with OnBoard's Minutes AI, you'll want to ensure that your Zoom and Teams' settings are configured to allow the OnBoard Recording Assistant to record and transcribe the meeting. 

Review the checklists below for both Zoom and Teams.

Update Existing Remote Meeting Links

If a Zoom or Teams meeting was added to a meeting's details before Minutes AI was enabled for your account, the meeting will not be automatically set to record.

To schedule the OnBoard Recording Assistant for upcoming meetings already configured with a Zoom or Teams account, follow these steps after Minutes AI is activated for your organization:

1. Copy all existing remote meeting information with the copy buttons, and paste it to a text editor.
2. Select "Remove Zoom/Teams Video Meeting" or manually delete the remote meeting fields, and select "Close" or "Save Changes."
3. Select "Setup Remote Meeting" and copy and paste the information within the fields of the "Configure Manually" section and save changes.

Once updated, the OnBoard Recording Assistant will be scheduled to record the meeting.

Zoom Settings Checklist

1. Ensure Record to Computer Files is Enabled

If Record to Computer Files is disabled in your Zoom Settings, the OnBoard Recording Assistant will fail to record.

• Go to your Zoom Settings.
• Navigate to the Recording settings.
• Ensure Record to computer files is toggled on.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

2. Enable Participant Recording

For the OnBoard Recording Assistant to record the Zoom meeting, participants will need to have recording permissions enabled. 

• Go to your Zoom Settings.
• Navigate to the Recording settings.
• Under Who can request host permission to record, ensure that both Internal meeting participants and External meeting participants are checked.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

3. Ensure Automated Captions are Enabled

Enable Automated Captions in Zoom Settings

Captions will need to be enabled so that the OnBoard Recording Assistant can create the transcription. 

• Go to your Zoom Settings. 
• Navigate to the Meeting settings.
• Within In Meeting (Advanced) settings, ensure that Automated captions are toggled on.

Ensure that Allow only the following users to enable captions for the meeting or webinar is unchecked.

NOTE: If updating these settings while currently in a Zoom meeting, you will need to restart the Zoom meeting for the changes to take effect.

Enable Captions During a Zoom Meeting

To enable meeting captions during a meeting, navigate to Host Caption Control Settings while in a Zoom meeting.

Then, enable the setting called Allow Closed Captioning for this meeting.

4. Enabling OnBoard Recording Assistant During a Zoom Meeting

Host Granting Permission to Record

During a Zoom meeting, the OnBoard Recording Assistant will need to request permission to record. The Zoom meeting host will need to be present to grant the OnBoard Recording Assistant permission to record. 

NOTE: If you're re-using a Personal Meeting ID (PMI) for multiple meetings and check 'Apply these permissions to all future requests in this meeting' while denying the OnBoard Recording Assistant permission to record, it will be blocked from joining future meetings using that PMI.

If this occurs, you will need to change the Personal Meeting ID, re-add it to future OnBoard Meetings, and approve the request for the OnBoard Recording Assistant to join.

Ensure Local Recording is Enabled

If local recording is disabled within the settings of the meeting, the OnBoard Recording Assistant will be unable to record. To ensure it's enabled:

• In a Zoom meeting, navigate to Host Tools in the menu.
• Ensure Request to record to computer is checked.

Teams Settings Checklist

1. Ensure Live Captions Are Enabled For Meetings

Captions are required to generate a transcript. Teams Admins can ensure that Captions and Transcriptions are enabled by:

• Navigate to Settings.
• Select Captions and transcripts
• Ensure Always show live captions in meetings is toggled on.

2. Ensure Attendees Are Identified in Meeting Captions and Transcripts

Meeting attendees will need to allow for Teams to identify them in meeting captions and transcripts, or their name will not appear in the Minutes AI transcript.

If you notice that an attendee's names are not appearing in a transcript, instruct them to:

• Navigate to Settings in Teams.
• Select Accessibility.
• Ensure that Automatically identify me in meetings captions and live transcripts is toggled on.

Note:  This setting is on by default. We recommend that meeting admins inform invitees to enable the setting in advance if they have previously turned it off.

3. Allow Anonymous Participant Access - Teams Admin Center

The OnBoard Recording Assistant requires anonymous user access to be enabled in Microsoft Teams. If anonymous users are not allowed to join, the OnBoard Recording Assistant will not be able to join or record your meeting.

By default, Microsoft Teams allows anonymous participants to join meetings. However, if this setting has been disabled globally, a Teams administrator must update it in the Microsoft Teams Admin Center.

If you do not have admin rights, please contact your IT team or whoever manages Teams settings for your organization.

How to Manage Anonymous Participant Access in Teams Admin Center

1. Go to the Teams Admin Center.
2. Expand Meetings > Meeting policies.
3. Select an existing policy or create a new one.
4. Under Meeting Join and Lobby, toggle the Anonymous users can join a meeting unverified setting Off.
5. Select Save.

For more information, review the Manage anonymous participant access to Teams meetings article on the Microsoft Learn site. 

4. Allow Anonymous Participant Access - Individual Meeting

If Require unverified participants to verify their info before joining is enabled for an individual meeting, the OnBoard Recording Assistant will be unable to join. 

How to Manage Anonymous Participant Access An Individual Meeting

1. In the Outlook calendar event, select Meeting Options
2. Under Meeting Access toggle Require unverified participants to verify their info before joining off. 

5. Real-time Text (RTT) Is Not Supported

Enabling the Real-time Text (RTT) feature in Microsoft Teams causes captions to stop coming through, preventing transcription. 

HIPAA - Security Enabled Zoom Accounts

Certain HIPAA-compliant Zoom accounts with older Business Associate Agreements (BAAs) may not have access to automated captions. To enable automated captions, an updated HIPAA-compliant agreement may be required.

To update your agreement, please contact your Zoom Account Executive.

Important: Signing a new BAA does not automatically update your account settings. After completing the agreement, ensure automated captions are enabled in your Zoom account settings.

Non-Compatible Zoom Configurations and Features

Non-Compatible Zoom Configurations

The following Zoom configurations are not compatible with Minutes AI:

• Zoom Webinars
• OnZoom Events
• Zoom Gov
• Zoom Rooms
• VDI Client

Non-Compatible Zoom Features

The following Zoom features are not compatible with Minutes AI:

• Language Interpretation
• Cursor Capture